[Pansophy] FW: Procedures, Travelers, and Forms - Guidelines

[Allen Samuels]

Roger,

Sorry for the delay, here is an example of a procedure in the latest template.

Allen

https://jlabdoc.jlab.org/docushare/dsweb/Get/Document-285568/C100R-PR-CLNRM-CAV-ASSY-R1.pdf

From: Megan McDonald <megan at jlab.org>
Sent: Wednesday, May 29, 2024 3:11 PM
To: pansophy at jlab.org; Allen Samuels <samuels at jlab.org>
Subject: Fw: Procedures, Travelers, and Forms - Guidelines

@Allen Samuels<mailto:samuels at jlab.org> can you respond on this?
Megan
________________________________
From: Roger Ruber <ruber at jlab.org<mailto:ruber at jlab.org>>
Sent: Wednesday, May 29, 2024 3:10 PM
To: Megan McDonald <megan at jlab.org<mailto:megan at jlab.org>>
Subject: RE: Procedures, Travelers, and Forms - Guidelines

Dear Megan,

Besides the template, do you happen to have a completed procedure as example.

Thanks in advance,
best regards,
Roger.

-----Original Message-----
From: Megan McDonald <megan at jlab.org<mailto:megan at jlab.org>>
Sent: Wednesday, 22 May, 2024 14:17
To: SRFOPS Staff <srfops-staff at jlab.org<mailto:srfops-staff at jlab.org>>
Subject: Procedures, Travelers, and Forms - Guidelines

Procedures, Travelers, and Forms - Oh My!
There have been some questions regarding Pansophy Procedures, Travelers, and Forms recently that we felt needed its own email. This is just a brief rundown, so if you have any questions or need help with setting things up, please don't hesitate to reach out.

1.
        Procedure vs Traveler - Which Comes First?

        1.
                Procedures referenced from a Traveler must be approved and released BEFORE the Traveler can be processed for release.

                1.
                        Unlinked references will be subject to inquiry, and removed if no reference is available at the time.
                2.
                        References must go to a specific document, not to the folder where the reference is/will be.

        2.
                If a Traveler is released prior to the Procedure, a New Revision of the Traveler must be generated.
        3.
                A Traveler and Procedure can be sent for approvals simultaneously; however, the traveler will be held until the procedure is approved and released so that the referenced link can be updated in the traveler prior to its release.

2.      Procedures (new or revised) - Must use the newest approved template. (QMS Doc Mgmt)

        1.
                Failure to update to approved template does result in loss of time for approval and processing.
        2.      You may request help from the Pansophy Team for updating templates - be sure to allow adequate time for us to edit.

        3.
                The locations for the Procedure Template in DocuShare and the M:Drive respectively are

                1.
                        M:\asd\asddocs\TravelerTemplates\SRF-07 Document Management
                2.
                        https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-57075
                3.      This can be set as the default template location by going to Word > File > Options > Save > Default personal templates location

3.
        Forms/Spreadsheets (new or revised) - Must use the newest approved template. (QMS Doc Mgmt)

        1.      The locations for the Forms Template in DocuShare and the M:Drive respectively are

                1.      https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-51240

                2.      M:\asd\asddocs\TemplatesExcel

                        1.      This can be set as the default template location by going to Excel > File > Options > Save > Default personal templates location

Thank you,
Allen Samuels
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